Committee of the Whole

200 South Hamilton Road City of Gahanna Gahanna, Ohio 43230 Meeting Minutes Committee of the Whole Jamie Leeseberg, Chair Karen J. Angelou Brian D. Larick Nancy R. McGregor Brian Metzbower Stephen A. Renner Michael Schnetzer Kimberly Banning, Clerk of Council Monday, January 23, 2017 7:00 PM Council Committee Rooms CALL TO ORDER Chair Leeseberg called the meeting to order at 7:25 p.m. Present 7 - Brian Metzbower, Nancy R. McGregor, Karen J. Angelou, Stephen A. Renner, Brian D. Larick, Jamie Leeseberg, and Michael Schnetzer FIRE DEPARTMENT UPDATES - Mifflin Township Fire Chief Kauser Chief Kauser gave an update (attached); just under 1,000 incidents for the month; closed the year with 12,000 emergency runs; 1800 were fire related; increase from 2015 to 2016; represents an aging population; staffing is not expected to change in 2017; have next year initiatives underway for 2018; want to be a CPR city; plan to work with the schools and train 4,000-5,000 adults per year; Larick asked if CPR and first aid is part of the curriculum; Kauser said it is not but there is a new mandate for schools; McGregor said read an article that people here are less likely to survive a heart attack versus Seattle because they have more individuals trained; Kauser said our rate of recovery is 11-12%; out there can be as high as 65-70%; all it takes is a citizen starting compressions until the fire department arrives; anyone over the age of 10 can be taught. Jefferson Township Fire Chief Shull - will give report in Feb. Not present. PENDING LEGISLATION - ORD-0009-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO CONTRACT FOR City of Gahanna Page 1 Committee of the Whole Meeting Minutes January 23, 2017 THE 2017 FISCAL YEAR WITH THE FRANKLIN COUNTY PUBLIC DEFENDER COMMISSION TO REPRESENT INDIGENT PERSONS BEFORE THE FRANKLIN COUNTY MUNICIPAL COURT CHARGED WITH VIOLATIONS UNDER GAHANNA ORDINANCES. Ewald said this is annual; pay on a case-by-case basis; amount was $77 and change last year; going to $83 per case; is their right to take this downtown and ask for a public defender; believe it will be 200-400 cases; do not have an accurate number; usually do not get these until the middle of January when the county gets these out; Teal confirmed this is for the 2017 year; Metzbower asked if we periodically review these to make sure our costs are in line; Ewald said we do but do not have an alternative; applied to everyone. RECOMMENDATION: Consent Agenda. ORD-0008-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO A MUTUAL RELEASE OF ALL CLAIMS; TO APPROPRIATE FUNDS THEREFOR. Ewald said brought this last year; was discussion back and forth; applicant pulled this and have brought it back to us; the draft update came back from the law firm today; they have been back and forth; believes what we have will be final for next week; puts us a in a better position; requested actual parcel numbers of impacted parcels; will have the whole slew of legal descriptions and parcels we are dealing with and nothing outside of that; Larick asked if this will need to be amended; Ewald said yes; do not want to open an agreement which will be misconstrued; these parcel numbers also include several of ours; they removed two; also includes adjacent. RECOMMENDATION: Regular Agenda, Amended by Substitution. ITEM FROM THE CITY ADMINISTRATOR - 2017-0024 Lean Gahanna 2016 Update Teal thanked Council for the surprise last week; last year dominated the "lean" word; will provide an update on what we did accomplish in 2016; and show where we want to go; it was not the year expected; relied on state funding where we were able to get up to 12 scholarships for our employees; the market for that training leveled out; in the last budget the funding was not continued; LeanOhio is a great program; we have a good opportunity with them to develop further networking; they license their curriculum for a fee; working to create own and not for a fee; may provide training to folks outside of City of Gahanna employees; have had requests; need to create an organization structure for the program; need a steering committee of leadership; have received some early interest; final part of the report City of Gahanna Page 2 Committee of the Whole Meeting Minutes January 23, 2017 provided shows we have had well placed outreach programs; have included a link to a webinar for a talk last summer; also a segment shot at Creekside; shows we are a community that does not do things the way they have always been done; have accomplished a lot of projects; departments were doing a ton of projects that they were not counting as a project, just something they were doing; first project to highlight is recruiting for full-time employees; eliminated about 64% of handoffs in the process; average to recruit was 111 days when the project began; after changes, came down to 70 days; more than a month that a department has someone working; get in touch and she can share the data if interested; next project attached is a good story and an interesting opportunity to see how these tools can play out in the public sector; looked at the process staff went through to getting things to Council; found that we have been operating in a less-proactive mode; a lot of requests for emergency, supplementals, and waivers; have had a strong leadership shift; had to think of how to reduce those; lengthened time we discuss it internally and has forced folks to be more proactive and think forward; we reduced the quantity and frequency of asking for waivers and emergency by 42%; will continue to track that and maintain that level of accountability; helps us to make better decisions; also the final project, had the privilege of working with students from Ohio State Fisher Graduate School; they all graduate with a Green Belt with Lean Six Sigma; we were their project; they came and looked at our payroll process; done by one person over three business days; all of their transactions and data processing has to get done; Ann, our payroll coordinator, puts in a lot of overtime due to this; they looked at things from an outsider perspective; they made the invisible, visible; they found that Ann was interrupted 156 times; each one was a 5 minute thing; that ate up all her time to do the job; while we are working on bigger overhaul items as part of their recommendation; have started shutting her door; will move her mailbox to make interruptions less revelant; was a great lesson that sometimes it is not a big solution that is visible; really trying to find the little things that make us that much better; expect to have more successes in 2017; will report this out more regularly; hopeful to have the departments bring forward their successes; Metzbower said this is very big; Teal said we are now getting calls; will be guest lecturing at Otterbein; folks are really interested. ITEMS FROM THE CITY ENGINEER ORD-0011-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO A WORKING AGREEMENT WITH FRANKLIN SOIL AND WATER CONSERVATION DISTRICT (FSWCD) FOR NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) PERMIT. Priestas said certain requirements are to be met; listed in his report; City of Gahanna Page 3 Committee of the Whole Meeting Minutes January 23, 2017 have partnered with Franklin Soil & Water Conservation District; requesting legislation to authorize the Mayor to enter into work agreement. RECOMMENDATION: Consent Agenda. ORD-0012-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO A WORKING AGREEMENT WITH FRANKLIN SOIL AND WATER CONSERVATION DISTRICT (FSWCD) FOR ILLICIT DISCHARGE DETECTION AND ELIMINATION (IDDE) COMPLIANCE. Priestas said this is in line with ORD-0011-2016; must meet certain requirements; listed in report; requesting legislation; amount is just over $16K; Schnetzer asked if these points are all over; Priestas said they are scattered; try for mapping; specifically looking at a third of them annually; McGregor confirmed these are storm sewer; Priestas said yes and we are looking for failing onsite systems; where there is undesirable runoff; McGregor confirmed they are like what is on McKenna Creek; Priestas said yes; McGregor said one during a previous project was obstructed; would that occur elsewhere; Priestas said yes but they communicate those; Metzbower asked how independent the Ohio EPA is; does it follow federal; Priestas said response to federal; Renner said they cannot do anything with the Clean Water Act; said has been going on for several years; said these systems are getting old and the cleaning system stuff is getting into our creeks; Angelou asked how many we have; Priestas said around 190 units of onsite systems; Angelou asked if we are attempting to get those changed over to the City; Priestas said yes; the Price Road Project will take 20+ systems offsite; lift station is not gone yet, still in design phase; Angelou asked about Harrison Pond; Priestas said there is one off Shull; have around 7 lift stations; Price Road will be offline; Renner said public health department has been working with someone at the City about the one off Hines Road; around 7 parcels over there; maybe a couple on Columbus side. RECOMMENDATION: Consent Agenda. RES-0003-2017 TO AUTHORIZE THE MAYOR TO SUBMIT A FORMAL GRANT APPLICATION FOR THE 2017 OHIO DEPARTMENT OF TRANSPORTATION (ODOT) MUNICIPAL BRIDGE PROGRAM; AND TO AUTHORIZE THE FINANCE DIRECTOR TO ESTABLISH A SPECIAL FUND FOR THE GRANT, IF AWARDED. Priestas said this is to apply for funding for capital improvement projects; list typical projects in report; bridge is rated in poor condition; needs replaced; is part of the bridge replacement program; this project aligns with GoForward Results; requesting a Resolution to submit grant application to offset costs and authorize Finance Director to establish a special fund; cost is around $400,000; have appropriated the full funds; Larick asked about later agenda item; are there any City of Gahanna Page 4 Committee of the Whole Meeting Minutes January 23, 2017 other opportunities to leverage that $400,000 for an enhancement of the street program for 2017; or to use for our core infrastructure; Priestas said those funds will roll back into the bridge program; any unused funds will roll forward to maintain that funding level; Larick asked if next year's fund will go to the bridge replacement program; Franey said similar to street program; sometimes something will come forward like the ODOT urban paving program that did US-62 that was not planned; those dollars stayed in the street program; did not have to use at a later date for US-62; will stay to keep that program really strong; will be used to do more streets; will have access to more funds; in our opinion, those dollars that are not having to be spent will stay in the bridge program to be used on bridge repairs; Larick said there are about 20 bridges, is there another close; Priestas said Larry Lane also rated poor; and Clotts rated at a 5; our goal is to replace when it falls to a 4 category; Larick asked ballpark the semi-annual rate; Priestas said a new bridge could be added each year; Angelou asked if it would add another bridge this year; Priestas said no, we have the design dollars; not in the position to do so at this time. RECOMMENDATION: Consent Agenda. MR-0002-2017 MOTION RESOLUTION AUTHORIZING THE DIRECTOR OF PUBLIC SERVICE PERMISSION TO BID THE 2017 STREET PROGRAM ST 1044 / DETROIT STREET REBUILD. Priestas said list of streets is currently being developed; requesting legislation; said Cherry Bottom Road is targeted this year; Angelou asked about Rose Run streets, is there a concern; said her road is almost hard to drive; also noticed that some cutting of the roads has occurred; assuming it is the company; asked Priestas if he is aware; Arcaro for example; Priestas said they have guidelines to repair the pavement; will check on this. RECOMMENDATION: Consent Agenda. MR-0003-2017 MOTION RESOLUTION REQUESTING PERMISSION TO BID FOR THE 2017 CCTV PROJECT & SANITARY SEWER CLEANING PROJECT. Priestas said annually we perform this project in various areas; this request lists areas in the report; they are all roughly 50-60 years old; will inspect the pipe and manholes. RECOMMENDATION: Consent Agenda. ITEMS FROM THE DIRECTOR OF PUBLIC SERVICE ORD-0013-2017 SUPPLEMENTAL APPROPRIATION - Insurance Claims Proceeds. Franey said this is an annual quarterly supplemental; reimburse us for City of Gahanna Page 5 Committee of the Whole Meeting Minutes January 23, 2017 what we have paid. RECOMMENDATION: Consent Agenda. ORD-0014-2017 SUPPLEMENTAL APPROPRIATION - Fleet Program Auction Proceeds. Franey said request this for funds to be given back to departments who participated in the auction. RECOMMENDATION: Consent Agenda. ORD-0015-2017 TO AUTHORIZE THE PURCHASE OF A PETERBILT 337 DUMP TRUCK FOR THE WATER, SEWER, AND STORM DIVISIONS; FROM THE COLUMBUS PETERBILT. Franey said we require a vehicle reach a rating of one; when it reaches a one, it is ready to be replaced; currently have a utility dumptruck that is undersized for our needs; it rates a .954; is a 2001; another vehicle is a 2004 truck that gets very little use; rates a .745; our utility department has asked if we can dispose of both vehicles and replace with one; strict that we have a one rating; ideal of reducing number of units and right-sizing vehicles trumps the rating; we are very open to any division that wants to do a one for two trade; support this; requesting permission to purchase; have sufficient funds; bidding requirement has been satisfied as we are purchasing off ODOT contract; Larick asked how this compares in size to another vehicle we have; Franey said this will hold 12 tons of material; Barr said up to F-650 size; would be similar to a large dump truck; Franey said this was determined based on what they were using this for; using it to haul materials from water breaks; having to make a number of trips or overloading the vehicle; needed a larger truck; also this truck is a more user friendly truck; they could not use a snow-plow; Leeseberg asked a ballpark of what the other vehicles will sell for; Franey said do not have an estimate; will see that in the future; McGregor said when they cleaned out McKenna Creek, they would load it and come back multiple times. RECOMMENDATION: Consent Agenda. ITEM FROM THE CLERK OF COUNCIL ORD-0010-2017 TO AUTHORIZE THE MAYOR TO ENTER INTO AGREEMENT WITH THE FRANKLIN COUNTY BOARD OF ELECTIONS FOR USE OF CITY PROPERTY AS POLLING LOCATIONS FOR THE YEAR 2017. Banning requesting an annual agreement with the Franklin County Board of Elections. RECOMMENDATION: Consent Agenda. City of Gahanna Page 6 Committee of the Whole Meeting Minutes January 23, 2017 REPORTS - No action required. 2017-0025 Park & Recreation Report 2017-0026 Blanket PO's and Budget Transfers for 01-01-17 thru 01-13-17 2017-0027 Monthly Mayors Court report for December 2016 ADJOURNMENT 8:16 p.m. City of Gahanna Page 7